POSITION IDENTIFICATION
TITLE Compensation and Information Records Specialist
CLASSIFICATION NUMBER 5401
GRADE 14
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Assistant Director of Human Resources, Compensation and Information Management
GENERAL FUNCTION
The Compensation and Information Records Specialist assists in the administration of personnel transactions, employee records, Human Resources operational systems, and related employment processes. The Compensation and Information Records Specialist reviews personnel action forms and supporting documentation for completeness and adherence to established procedures, maintains employee records, enters and updates information in Human Resources systems, and assists departments with employment-related transactions.
This position serves as a resource to supervisors, administrative assistants, and departmental personnel by providing training and guidance regarding personnel action forms, Human Resources procedures, workflow processes, and system usage. The position administers routine user access to assigned Human Resources systems, assists users with system-related issues, and supports the accurate and efficient processing of personnel actions affecting employee records and compensation.
The Compensation and Information Records Specialist applies established policies, procedures, and business rules to employment transactions and personnel administration activities while referring complex policy interpretations, compensation matters, compliance concerns, workflow issues, system enhancement requests, and unusual employment situations to higher-level Human Resources staff.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education and Experience: A high school diploma or the equivalent is required. At least two years of work experience with database and record keeping of comparable complexity is required with clerical, administrative support, and customer service required; experience in human resources or payroll data entry and record keeping is preferred.
Skills: Effective verbal and written communication skills are required. Must have the ability to:
- Maintain confidentiality of employee and University information.
- Organize and prioritize multiple assignments and deadlines.
- Review documents for accuracy and completeness.
- Learn and apply Human Resources policies, procedures, and operational practices.
- Provide professional customer service to employees and departments.
- Communicate procedures and instructions clearly to users with varying levels of experience.
- Work independently within established guidelines.
- Establish and maintain effective working relationships.
Working knowledge of Microsoft Word, Excel, and other office productivity software is required. The ability to learn and effectively utilize Human Resources information systems, workflow systems, electronic forms, and document management systems is required. The ability to organize large volumes of work, work independently, evaluate and determine the correct course of action among many, process, code, and enter large volumes of information with accuracy and attention to detail within payroll deadlines, and make good decisions.
Other: During certain periods of the year, it may be necessary to work more than forty hours in a week to complete assignments and meet operational deadlines.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Reviews personnel action forms and supporting documentation for completeness, accuracy, and adherence to established procedures prior to processing.2. Processes routine personnel actions and employment transactions affecting employee records, position information, organizational assignments, and compensation-related data.
3. Creates, maintains, scans, indexes, and organizes employee personnel files and employment documentation in accordance with established procedures and records retention requirements.
4. Enters, updates, and maintains employee information and employment records within Human Resources systems and databases.
5. Assists supervisors, administrative assistants, and departmental personnel with completing personnel action forms and related employment documentation.
6. Provides training and guidance to departmental users regarding Human Resources forms, workflow processes, system navigation, and established personnel administration procedures.
7. Administers routine user access to assigned Human Resources operational systems by reviewing requests, determining appropriate access based on established guidelines, establishing user accounts, modifying access as needed, and maintaining related documentation.
8. Assists users with routine questions related to personnel transactions, workflow processes, electronic forms, system access, and operational procedures and refers complex issues to appropriate Human Resources staff.
9. Utilizes reports, queries, and established procedures to review personnel transactions, identify discrepancies, and assist in maintaining accurate employee records and data integrity.
10. Assists with payroll-related personnel processing activities by researching routine discrepancies, coordinating corrections, and communicating with departments as needed.
11. Supports annual operational activities, audits, reporting functions, testing activities, and special projects as assigned.
12. Assists in maintaining personnel administration processes by identifying procedural issues and communicating recommendations for improvement to appropriate Human Resources staff.
13. Maintains confidentiality of employee and University information and complies with applicable laws, regulations, University policies, and established procedures regarding records management and data privacy.
14. Contributes to the success of the Office of Human Resources by providing assistance to employees and departments, supporting other Human Resources functions as needed, working cooperatively with campus partners, and performing all other duties as assigned.
SUPERVISION
The Compensation and Information Records Specialist is supervised by the Assistant Director of Human Resources, Compensation and Information Management.
OFFICE OF HUMAN RESOURCES
REVISED OCTOBER 2026
